Document Control Manager at Felton Energy Services Ltd (FESL)

Job Scope:

• The Document Control Manager is responsible for overseeing and managing all company documentation, ensuring compliance with regulatory and industry standards. The role involves maintaining and streamlining document control processes for tenders, contracts, regulatory submissions, and internal records. The ideal candidate will manage documentation on platforms such as NipeX, NAPIMS, ARIBA, NUPRC, NMPDRA, NOGIC, NCEC, BPP, Duns & Bradstreet, Supphi, and other regulatory portals while ensuring seamless information flow between departments and stakeholders.

Reports To:

Operations Director

Key Responsibilities:

Document Control & Management:

• Establish and maintain an efficient document control system to track, manage, and store all company documents, including tenders, contracts, regulatory submissions, and compliance records.
• Ensure proper classification, indexing, and secure storage of all company documentation for easy retrieval.
• Implement document retention policies and ensure compliance with industry regulations.

Tender & Regulatory Compliance:

• Oversee the preparation, review, and submission of tender documents, ensuring adherence to client and regulatory requirements.
• Maintain up-to-date records of statutory and regulatory documents, including DPR permits, tax clearance certificates, insurance documents, and company certifications.
• Ensure compliance with industry regulations and manage renewals on platforms such as NipeX, NAPIMS, and other relevant portals.
• Monitor and update management on changing tender and compliance requirements within the oil and gas sector.

Stakeholder Communication & Coordination:

• Serve as the primary contact for internal teams, clients, and regulatory bodies regarding documentation and compliance-related matters.
• Work closely with procurement, legal, operations, and finance teams to ensure seamless coordination of document-related activities.
• Address and resolve documentation queries from stakeholders and regulatory agencies.

Process Optimization & Quality Assurance:

• Develop and enforce standardized documentation procedures to enhance efficiency and accuracy.
• Conduct periodic audits and reviews of documentation to ensure completeness, correctness, and compliance with company policies and industry standards.
• Train relevant staff on document control best practices and ensure proper implementation across departments.

Desired Skills & Competencies:

• Excellent attention to detail and accuracy in document management.
• In-depth knowledge of regulatory requirements in the oil and gas sector.
• Proficiency in NipeX, NAPIMS, ARIBA, NUPRC, NMPDRA, NOGIC, NCEC, BPP, Duns & Bradstreet, Supphi and other industry-related portals.
• Strong communication and interpersonal skills for stakeholder engagement.
• Organizational, multitasking, ability to work under pressure and meet tight deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Analytical thinking and problem-solving skills.

Required Experience:

• Minimum of 5 to 7 years of experience in document control, tender management, or compliance roles, preferably in the oil and gas industry.

Required Qualifications:

• Bachelor's degree in Business Administration, Engineering, Supply Chain Management, or a related field.
• Certifications in document control or records management will be an added advantage.